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Expense Claim

Form ID: (EP301000)

On this form, you can specify the details of a new expense claim. Also, you can use this form to view or edit the details of an existing expense claim. For more information about expense claims, see Processing Expense Claims.

This form is available if the Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar and More menu include the buttons and commands described below.

Command Description
Approve Approves the expense claim and changes its status to Approved.This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map is specified for expense claims on the Time and Expenses Preferences (EP101000) form, and the expense claim has the Pending Approval status.
Hold Changes the status of the expense claim to On Hold, making it possible to adjust the claim.You can put an expense claim on hold if you are signed in as one of the following employees:
  • The employee who has created the expense claim—that is, the employee selected in the Created By column on the Expense Claims (EP301030) form.
  • The employee who is claiming the expense—that is, the employee selected in the Claimed By box in the Summary area of the current form.
  • The appointed delegate of the employee who is claiming the expense—that is, any of the employees specified on the Delegates tab of the Employees (EP203000) form for the employee who is claiming the expense.
This command is available if the expense claim has the Rejected, Approved or Pending Approval status.
Print Navigates to the Expense Claim Details (EP612000) report.
Reassign Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, claim approval is configured, and the claim has the Pending Approval status.
Reject Rejects the claim and changes its status to Rejected.This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, claim approval is configured, and the claim has the Pending Approval status.
Release Releases the claim; as a result, the system changes the status of the claim to Released and automatically generates a bill to reimburse the expenses to the employee. If the claim contains billable lines, the system also prepares records for billing the customer. If the related financial period is closed in accounts payable and posting to closed periods is not allowed, you can specify in the Post to Period box on the Financial tab of this form the open period to which the resulting bill should be posted. This command appears if the expense claim has the Approved status. For details on releasing expense claims, see Expense Claims: Expense Claim Release.
Submit Submits the expense claim for further processing and changes its status to Pending Approval (if approval is required for the claim) or to Approved (if no approval is required). This command appears if the expense claim has the On Hold status. For details about claim approval, see Expense Claims: Expense Claim Approval.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.
If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if they’re available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until:
  • It assigns an approver with no active delegations set up for the current date.
  • It detects a loop in the chain of delegations. In this case, the system will prompt you to specify a different approver.
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

You can use the elements in this area to create a new claim or to select an existing claim.

Element Description
Reference Nbr. The unique reference number of the expense claim document, which the system assigns based on the numbering sequence specified for claims on the Time and Expenses Preferences (EP101000) form.
Status The current status of the expense claim, which is set by the system and can be one of the following options:
  • On Hold: The expense claim is a draft and cannot be released.
  • Pending Approval: The expense claim requires approval by the authorized approver. This status is assigned to the expense claim in the following cases:
  • Approved: The expense claim has been submitted and approval is not required, or the expense claim has been approved by the authorized approver.
  • Rejected: The expense claim has been rejected by the approver.
  • Released: The expense claim has been released and the accounts payable documents have been generated.
Date The date when the expense claim was entered.
Approval Date The date when the expense claim was approved.
Description A description of the expense claim.
Claimed By The employee who is claiming the expenses. When the expense claim is released, the system creates the corresponding AP documents issued to this employee.
Currency The currency of the expense claim.This box appears on the form if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Department ID The department associated with the expense claim.
Claim Total The total amount of the expense claim, which is calculated as the sum of the amounts in the Claim Amount column on the Details tab for all the lines specified for the claim, with taxes applied. On release of the expense claim, the system prepares the corresponding AP documents depending on the types of expense claim lines and the sign of the total claim amount for this type of lines. These documents are generated as follows:
  • If the total claim amount is positive for the lines with the same value in the Paid With column, the system will generate an AP bill for the Personal Account lines, a cash purchase for the Corporate Card, Company Expense lines, or a debit adjustment for the Corporate Card, Personal Expense lines.
  • If the total claim amount is negative for the lines with the same value in the Paid With column, the system will generate a cash return for the Corporate Card, Company Expense lines or a debit adjustment for the Personal Account lines.
VAT Taxable Total The document total that is subject to VAT.
This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form. The VAT taxable amount is displayed in this box only if the Include in VAT Taxable Total check box is selected for the applicable tax on the Taxes (TX205000) form. If the check box is cleared, this box will be empty.
If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT Taxable Total box of the document.
VAT Exempt Total The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes (TX205000) form.
This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Total The total amount of taxes calculated on the expense receipts that are included in the expense claim.

Back to TopDetails Tab

This tab has a table in which you can specify or view the details of the selected claim.

The table toolbar includes the buttons described below.

Button Description
Add New Receipt Opens the Expense Receipt (EP301020) form, where you can enter a new expense receipt, which will be included in this expense claim immediately after you save the changes.
Add Receipts Opens the Add Receipts dialog box, where you can select unclaimed receipts to be included in the claim.

Add Receipts Dialog Box

Column Description
Selected An unlabeled check box that you select to include the receipt in the claim.
Receipt Number The number of the expense receipt to be added to an expense claim.
Date The date of the expense receipt.
Ref. Nbr. The reference number of the expense receipt.
Claimed By The name of the employee who is claiming the expenses on the expense receipt.
Branch The company branch that will incur the expenses.
Description The expense description, which is displayed as a link. You can click the link to open the receipt on the Expense Receipt (EP301020) form, where you can view and edit its details.
Claim Amount The part of the total amount of the receipt to be reimbursed to the employee.
Currency The currency of the expense receipt.
Status The status of the expense receipt. Only receipts with the Open, On Hold, or Pending Approval status can be added to an expense claim.
This dialog box has the following buttons.
Add Adds the selected expense receipts to the claim.
Add & Close Adds the selected expense receipts to the claim and closes the dialog box.
Close Closes the dialog box without adding the selected expense receipts (if any) to the claim.

Table

Column Description
Receipt Number The reference number of the expense receipt linked to this expense claim line.
Date The date when the expense was incurred.
Ref. Nbr. The identifier of the transaction.
Expense Item Required. The expense identifier, if an expense of this type is listed as an inventory non-stock item.
Description Required. A description of the transaction, which you manually enter for each line of expense.
Quantity The quantity of this expense item.
UOM The unit of measure in which the quantity is shown.
Unit Cost The cost of a unit of the expense item. If you enter expenses by using this tab and if a standard cost is specified for the expense non-stock item, the standard cost is used as the default unit cost, with respect to the effective date of the current standard cost.
Amount The total amount paid for the expense item in the specified quantity.
If Corporate Card, Personal Expense is selected in the Paid With column, the amount in the line cannot be negative.
Tax Amount The total tax amount that is applicable to the expense receipt specified in the expense claim line.
Employee Part The part of the total amount that will not be paid back to the employee.
  • If the Amount is tax-inclusive, the Employee Part should include taxes as well.
  • The Employee Part of the expense receipt paid with a corporate card must be 0 because corporate card expenses cannot be split.
Tip Amount The amount of nontaxable tips that will not be included in the tax base of the receipt. Tips will be included in AP bills or AR invoices (if the receipt is billable) as separate document lines for the non-stock item specified in the Non-Taxable Tip Item box on the General tab of the Time and Expenses Preferences (EP101000) form.
If the amount of the line is negative, you should specify the negative tip amount.
This column is available only if the Non-Taxable Tip Item box on the Time and Expenses Preferences (EP101000) form is not empty.
Claim Amount The amount claimed by the employee, which is calculated as the total claim amount minus the employee part.
Currency The currency of the expense receipt. If you enter a claim line directly, the currency value is read-only and the same as the claim currency.
Amount in Claim Curr. The amount claimed by the employee, which is expressed in the currency of the expense claim.
Status The status of the expense receipt, which can be one of the following: On Hold, Open, Pending Approval, Released, or Rejected.
Billable A check box that indicates (if selected) that the claim amount (the total amount minus the employee’s part) is billable to the customer.
Project/Contract The project or customer contract associated with the expense claim, if the work performed was for a project or contract.
You can select a project or contract only if the Projects or Contract Management feature, respectively, is enabled on the Enable/Disable Features (CS100000) form.
If Corporate Card, Personal Expense is selected in the Paid With column, the expense receipt cannot be associated with a project or contract.
You can change the project if an expense receipt related to this expense claim line has not yet been released and Personal Account or Corporate Card, Company Expense is selected in the Paid With column.
Project Task The project task associated with the expense claim line; you can specify the project task if a project is specified. If you select a project that has the default project task, this task is automatically populated in the column.
You can change the project task if no expense receipt related to this expense claim line has been released yet and Personal Account or Corporate Card, Company Expense is selected in the Paid With column.
This box is available only if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code with which this expense claim line is associated.
The system populates the cost code based on this priority:
  1. Project task
  2. Labor (non-stock) item
If the system finds no applicable cost code, the column remains empty.
You can change the cost code if no expense receipt related to this expense claim line has been released yet and Personal Account or Corporate Card, Company Expense is selected in the Paid With column.
This box is shown only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Customer The customer, which should be specified if the employee incurred the expenses while working for a particular customer.
If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the box becomes read-only.
Location The identifier of the customer location associated with the expense claim line. If a contract or project is selected, this is the default location of the customer associated with this contract or project.
Paid With The way the expense receipt has been paid, which can be one of the following options:
  • Personal Account: The company’s expenses that are paid with a personal card and will be reimbursed by the company.
  • Corporate Card, Company Expense: The company’s expenses that are paid with a corporate card.
  • Corporate Card, Personal Expense: The employee’s personal expenses that are paid with a corporate card.
Corporate Card The employee’s corporate card that has been used to pay the expense receipt. The expense claim can contain all the employee’s expense receipts paid with corporate cards as long as they have the same card currency.
Expense Account The expense account to which the system should record the part of the expense to be paid back to the employee.
Expense Sub. The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.Based on whether the Billable check box is selected in this line, the system uses elements on the Time and Expenses Preferences (EP101000) form to compose this subaccount as follows:
  • If the Billable check box is selected, it uses the rule specified in the Combine Billable Expense Sub. From box.
  • If the Billable check box is cleared, it uses the rule specified in the Combine Non-Billable Expense Sub. From box.
Sales Account The sales account to which the system should record the part of the amount to charge the customer for.
If the Billable check box is selected for this detail line, the sales account specified for the expense non-stock item is automatically filled in and the box becomes read-only.
For intercompany documents, the sales account is specified depending on the option selected in the Use Intercompany Sales Account From box on the Accounts Receivable Preferences (AR101000) form:
  • If Customer Location is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Customer Locations (AR303020) form.
  • If Inventory Item is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the expense item.
Sales Sub. The subaccount corresponding to sales account that the system uses to record the amount to charge the customer for.
If the Billable check box is selected for this detail line, the sales subaccount specified for the expense non-stock item is automatically filled in and the box becomes read-only.
Tax Category The tax category associated with the expense receipt selected in the expense claim line.
Branch The company branch that will incur the expenses. If multiple expense receipts associated with different branches are added to one expense claim, the branch specified on the Financial tab will reimburse the expenses and the branches specified in this column will incur the expenses.
AP Reference Nbr. The reference number of the AP document created on release of the expense claim. The system creates documents as follows for the expense claim lines, depending on the value in the Paid With column:
  • Personal Account: A single AP bill is created on the Bills and Adjustments (AP301000) form for all the expense claim lines with a positive amount and a single AP debit adjustment is created on the same form for all the expense claim lines with a negative amount.
  • Corporate Card, Company Expense: A cash purchase or cash return is created on the Cash Purchases (AP304000) form as follows, depending on the state of the Post Summarized Company Expenses by Corporate Card check box is cleared on the General tab of the Time and Expenses Preferences (EP101000) form:
    • If the check box is cleared, the system creates a separate cash purchase for each expense claim line with a positive amount; for each line with a negative amount, the system creates a cash return.
    • If the check box is selected, the system creates a single AP cash purchase (if the total amount is positive or 0) or cash return (if the total amount is negative) for each group of expense claim lines with the same date, corporate card, reference number, and tax calculation mode.
  • Corporate Card, Personal Expense: A single AP debit adjustment is created on the Bills and Adjustments (AP301000) form for all the expense claim lines.

Back to TopTaxes Tab

This tab has a table that contains information about the taxes that are applicable to the receipts included in the claim. It also has sections with tax settings and tax summary.

The tax information on this tab cannot be edited. To correct the tax information in the claim, you should edit the individual expense receipts included in the claim.


The table toolbar has only standard buttons.

Column Description
Tax ID The identifier of the tax that is applied to one expense receipt or multiple expense receipts included in the claim.
Tax Rate The tax rate for the specific tax.
Taxable Amount The taxable amount for a specific tax calculated for the expense receipts included in the claim.
Tax Amount The amount of tax charged for the expense receipts to be claimed.
Deductible Tax Rate The percent of the deduction that applies to the tax amount paid.
Expense Amount The non-deductible tax amount that is recorded as expenses.

Tax Info Section

Element Description
Tax Zone The tax zone specified for the expense claim.
The tax zone specified in this box provides the default value for the expense receipts created from the expense claim. If the Allow Mixed Tax Settings in Claims check box is selected on the Time and Expenses Preferences (EP101000) form, a user can combine receipts with different tax zones into one expense claim.
By default, the system inserts the tax zone by using the first applicable rule it finds from the following:
  1. If the expense claim is related to a project and the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system copies the project's tax zone from the Cost Tax Zone box on the Summary tab of the Projects (PM301000) form.
  2. If the expense claim is created from an expense receipt, the tax zone is copied from the Taxes tab of the expense receipt on the Expense Receipt (EP301020) form.
  3. If the system hasn’t yet found an applicable rule, it uses the default tax zone of the employee claiming the expenses. This tax zone is specified in the Tax Zone box on the Financial tab of the Employees (EP203000) form.
You can override the tax zone in the expense claim. If you do, a confirmation box opens asking whether you want to save the newly entered tax zone as the default for the employee’s expense claims and receipts. If you save it, the system applies this tax zone to new expense claims and receipts, even if it differs from the employee’s tax zone on the Employees (EP203000) form. To remove the previously saved default tax zone, you can clear the box and save the empty value.
If you don’t save the tax zone, the system applies the selected tax zone only to the current expense claim.
Tax Calculation Mode The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the expense receipt lines for the selected expense item. The following options are available:
  • Tax Settings: The tax amounts in the expense claim lines are calculated according to the settings of the applicable tax or taxes.
  • Gross: The amounts in the expense claim lines include taxes.
  • Net: The amounts in the expense claim lines do not include taxes.
The selected tax calculation mode affects expense receipts that you create by adding a row on the Details tab of this form or by using the Expense Receipt (EP301020) form.
In newly created expense claims, the default value specified in this box is Tax Settings. In an expense claim created from an expense receipt, the default value is copied from this expense receipt.
If the Allow Mixed Tax Settings in Claims check box is selected on the Time and Expenses Preferences (EP101000) form, you can combine receipts with different tax calculation modes to one expense claim.
This box appears only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.

Tax Totals Section

Element Description
Tax Discrepancy The total discrepancy amount between the tax amounts calculated by the system and the amounts entered in the Tax Amount column (for tax-inclusive items) for all receipts included in the claim.
The discrepancy should not exceed the rounding limit specified in the Rounding Limit box on the Currencies (CM202000) form. For more details, see Expense Receipts: Taxes in Expense Receipts.
Tax Total The total amount of taxes calculated on the expense receipts included in the expense claim.

Back to TopFinancial Tab

This tab provides information about the documents generated as a result of processing the claim.

Link to AP Section

Element Description
Branch The branch of the employee who is the owner of this claim.
Post to Period The period to which the AP document should be posted. You select an open period before releasing the expense claim if all of the following conditions are met:The selected period is copied to the Post Period box on the Bills and Adjustments (AP301000) form for the AP document created upon the release of the expense claim.
You can edit this setting only after the expense claim has been submitted for approval.
Customer The applicable customer, which should be specified if the employee has incurred the expenses while working for a particular customer. If a contract or project is selected (in the Project/Contract column of the Details tab), the customer associated with this contract or project is automatically filled in and this box becomes read-only.
If at least one expense line exists on the Details tab and you select a new customer, the system opens a dialog box. The dialog box has the following options to indicate how to apply the customer change to existing lines:
  • Change Lines with Previous Document Customer: The system updates only the lines where the previously selected customer was specified. Lines with other customers are not affected.
  • Change All Editable Lines (Including Blank Values): The system updates all lines where the customer is editable or not specified.
  • Do Not Change Any Lines: The system keeps all existing detail lines unchanged and updates the customer only at the document level. The new customer will be used as the default customer in newly added expense lines.
If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of customers may be limited based on the branch specified for the document. For more information, see Customer Visibility: General Information.
Location The company location associated with the expense claim.

Table

This table lists the documents that have been generated when the expense claim was processed.

Element Description
Type The type of the related document.
Reference Nbr. The reference number of the related document.
Amount The total amount of the document.
Tax Zone The tax zone specified in the document.
Tax Calculation Mode The tax calculation mode specified in the document.
Status The current status of the document.

Back to TopApprovals Tab

The tab shows information on approvals or rejections of the claim. The system automatically performs assignment for approval when expense claims are taken off hold, in accordance with the approval map specified for expense claims on the Time and Expenses Preferences (EP101000) form. Authorized users can approve expense claims on the current form by using the Approve action on the form toolbar, or they can use the Approvals (EP503010) form to approve expense claims along with documents of other types.

This tab displays the approval entries associated with the selected record. If the record has existing Approved or Rejected entries and is put on hold for editing, these entries are preserved on the tab and the Obsolete check box is selected for them. Approval entries with a Pending decision are deleted. When the record is resubmitted for approval, new approval entries are created for this approval cycle.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar has only standard buttons.

Column Description
Assignee The identifier of the employee who is assigned to approve the record.
Assignee Name The name of the employee who is assigned to approve the record.
Workgroup The workgroup of the employee who is assigned to approve the record.
Reviewer The identifier of the employee who actually reviewed the record.
Reviewer Name The name of the employee who actually reviewed of the record.
Date The review date.
Decision The approval decision made for the record, which can be Pending, Approved, or Rejected, depending on the approval action performed.
Reason The reason the record has been approved or rejected (if applicable).
Obsolete A check box that indicates (if selected) that the approval decision belongs to a previous approval cycle. The system selects the check box for all Approved and Rejected approval entries when the record is put on hold for editing.